Connecting the Divide: Establishing Effective Communication in the Hybrid Work Environment

Clear and transparent communication has always been one of the cornerstones of a happy and effective team. When team members don’t receive timely information or feel that something is being kept from them, it can sow seeds of mistrust and hinder collaboration. In today’s hybrid and remote work environment, ensuring effective communication has become a new and complex challenge. Previously, if we needed a quick answer, we could walk over to a colleague’s desk and ask a question. Now, in a world with multiple communication tools, we must think carefully about how, when, and through which channels we connect with our team members.

The Challenge of Choosing the Right Communication Channel

As remote work becomes the new norm, each communication needs a strategy. Here’s a typical selection of tools we might choose from to communicate with colleagues:

1. Email

2. Video call

3. Office chat messengers*(e.g., Slack, Microsoft Teams)

4. WhatsApp or text message

5. Phone call

Each person has their own preferences for communication channels. You may prefer a quick video call to clarify something rather than a long email thread, while a colleague might feel the opposite. However, it’s essential to consider not only your own preferences but also those of your colleagues. Understanding which tool to use—and when—is a challenge we didn’t often face in traditional office settings.

In this environment, knowing the preferred communication channel for each team member isn’t always straightforward, especially for new joiners. This uncertainty can lead to frustration, misunderstandings, or even missed messages. A simple solution is to agree, as a team, on using one or two primary tools for specific types of communication. For instance, the team might decide to:

• Use email for routine updates and formal matters.

• Use video calls for urgent discussions.

• Use chat apps for quick questions or sharing something light-hearted.

By setting these rules as a team, you can reduce the decision-making burden, simplify communication, and ensure everyone is on the same page.

Establishing Team Rules: The Foundation of a Collaborative Culture

In a physical office, new joiners could learn a lot about team dynamics by observing others. They could pick up on subtle norms—like whether to keep cameras on during meetings, if it’s okay to wear casual attire on Fridays, or if people usually mute themselves when not speaking. In a remote or hybrid setup, these norms become less visible and harder to navigate.

Explicit team agreements, or “team rules,” help bridge this gap. These are clear, mutually agreed-upon guidelines for how the team will communicate and collaborate. They’re not only helpful for new joiners who are trying to get a sense of the team’s culture but also for existing team members who want to ensure consistency and fairness in communication practices.

Here are some practical examples of team rules:

• Accept or reject meeting invites: When team members respond to meeting requests, it helps organizers plan better and ensures clarity around attendance.

• Don’t interrupt others on team calls: Encourage everyone to use a “raise hand” emoji or a similar feature to indicate when they want to speak, fostering a respectful and orderly discussion.

• Stick to a 20-second limit for making points: This keeps conversations focused and gives everyone an equal chance to share their input.

• Team lead speaks last: Allowing team members to share their views before the team lead speaks can create a more open and inclusive environment.

• Set your work location for the day: By updating a shared team calendar with “office” or “home,” everyone knows where colleagues are working from and can plan interactions accordingly.

These simple agreements bring consistency to the team and make it easier for new members to integrate into the team culture without awkward misunderstandings.